Job Summary:

We’re looking for a highly-organized, team-oriented Executive Coordinator to support Audi of America’s SVP of Brand Marketing and Communications and Chief Finance Officer. The ideal candidate will have high emotional intelligence, strong multitasking skills, calm under pressure and extreme attention to detail. This role works closely with the leadership team and key internal and external stakeholders, acting as a bridge between the executive leaders and the organization. They are the chief of staff for the teams, supporting executive and senior leaders, team prioritization, calendar management, special projects, travel scheduling, expense management and event planning. If you’re a team player with a positive attitude who thrives in a people-forward role – come join us!

Job Responsibilities:

Calendar & Meeting Management (40%)

·         Proactively manage executive outlook calendars and schedules to ensure efficient time management, supporting internal and external stakeholder requests.

·         Demonstrate knowledge of business priorities and global stakeholders to effectively communicate and triage executive requests

·         Serve as the “first line” between Audi executives and key external stakeholders with warm, professional and timely written and verbal communications

·         Schedule departmental meetings, prepare agendas, coordinate technology set up, take meeting minutes & ensure timely follow-up for tasks assigned to the team during meetings.

·         Ability to quickly synthesize messages and prioritize incoming requests

·         Serve as the central “hub” for the team; Oversee master department calendars and ensure they are updated and accurate

·         Plan meetings including site selection, travel budget, meeting minutes & all meeting logistics & communications.

Administrative Duties (40%)

·         Proactively support executive team members with projects, tasks and key issues as identified

·         Act with extreme discretion on sensitive topics, able to keep confidentiality on key business topics

·         Serve as key administration hub for the teams to ensure business is running efficiently and effectively

·         Be a culture champion. Under direction of executives, create and manage team culture activities

·         Participate on a cross-functional team with other ECs in the Audi of America organization

·         Draft clear, concise written communication for internal and external audiences

·         Manage team tools, track key department tasks, keep calendars updated

·         Screen & route communication from both internal & external (including media/journalists) sources with discretion

·         Create and share weekly executive tracker with key duties, projects and outstanding topics

·         Partner with global support teams to schedule meetings, update trackers and keep team informed

·         Manage internal process tasks with timeliness and appropriate detail – prepare, track and follow-up on check requests, purchase requisitions, RFQs, KSRM and more, as required

·         Maintain signature authorizations/deletions

·         Support onboarding of department new hires (order equipment, process forms, building access, etc.)

·         Support onsite team with admin needs, catering, etc

·         Provide back-up administrative support for other executive team members, as required

Travel & Expenses (20%)

·         Schedule domestic and international travel

·         Support Senior Directors and above with expense and travel support

·         Monitor departmental travel, verify need for travel & approve on behalf of the department

·         Ensure travel details are tracked and leaders have detailed advance itineraries and support needed

·         Proactively troubleshoot travel changes

·         Partner with Executive Coordinator's across the organization to be sure appropriate events/travel are shared with master calendars

·         Prepare, submit & track expense reports; maintain appropriate records.

Required Experience:

• 5+ years of experience project management, administrative support, chief of staff or similar role in marketing or communications

Required Education:

• High School Diploma or equivalent

Desired Education:

• Bachelor's Degree

Required Skills:

·         Skilled in use of travel/expense system (Concur preferred)

·         Familiar with Microsoft Teams

·         Ability to use Word and PowerPoint effectively

·         Highly-organized

·         Strong professionalism 

·         Experience booking international travel

Desired Skills:

• Administrative Assistant experience
• Marketing experience
• German language skills

Volkswagen Group of America is an Equal Opportunity Employer.  We welcome and encourage applicants from all backgrounds, and do not discriminate based on race, sex, age, disability, sexual orientation, national origin, religion, color, gender identity/exp

#LI-MN1

#LI-Hybrid